Administrative Assistant (Behavioral Health Agency)

Job Summary:

This position involves managing scheduling, client communication, staff coordination, and various administrative tasks. The ideal candidate will possess strong organizational skills, exceptional attention to detail, and the ability to handle multiple tasks simultaneously while ensuring confidentiality and professionalism.

Key Responsibilities & Tasks:

1. Client Support & Scheduling Oversee scheduling, cancellations, and rescheduling of client clinical appointments using the LPC scheduling spreadsheet. Assist with the onboarding process for new clients, including gathering and processing intake forms. Verify client insurance eligibility and benefits at the beginning of each month and upload in the EHR system. Address client inquiries and direct them to the appropriate personnel. 2. Administrative & Office Support Maintain and update digital client records within the Electronic Health Record (EHR) system. Process and upload necessary documentation to the EHR system. Handle correspondence through email and phone calls, responding promptly and professionally. Communicate effectively with all staff via email and phone. Coordinate and manage scheduling for monthly meetings (e.g., supervisions, etc). Provide weekly Targeted Case Management (TCM) services for clients or their Legal Authorized Representatives (LAR). Update and maintain the Master Spreadsheet. Create and post recruitment advertisements on Indeed as needed. Ensure that all staff complete and submit re-authentication forms at least 14 days prior to expiration. 3. Compliance & Confidentiality Ensure the secure handling of client data in compliance with HIPAA regulations. Monitor clinical documentation for accuracy, completeness, and adherence to agency standards. Review clinical documents, including assessments, treatment plans, and re-auth updates completed by clinicians. Assist with audits and other compliance-related administrative tasks. Obtain certification in CANS (Child and Adolescent Needs and Strengths) and ANSA (Adolescent Needs and Strengths Assessment). 4. Communication & Coordination Serve as the primary point of contact for administrative inquiries within the agency. Coordinate and organize team meetings, take minutes, and distribute action items to ensure follow-through. 5. Technology & Office Management Utilize EHR and practice management software to effectively track client and provider data. 6.

Qualifications & Skills Required Education:

Bachelor's degree

Experience:

2+ years in an administrative or healthcare-related role . (behavioral health experience)

Technical Skills:

Proficiency in Microsoft Office (Word, Excel, Outlook) or Google Suite. Experience with EHR systems. Training is available. Familiarity with HIPAA regulations and data privacy best practices.

Soft Skills:

Candidates should demonstrate the ability to take initiative, identify needs or challenges, and follow through with effective solutions with minimal supervision. Strong communication and customer service skills. Highly organized with excellent time management abilities. Ability to handle sensitive information with discretion. Problem-solving mindset and attention to detail. Positive attitude. Must have two years experience in the Behavioral/Mental Health field. (Required) Reliable transportation is required.

Work Hours & Compensation:

Monday-Friday, 9:00 a.m. to 3:00 p.m., mandatory in-office only.

Compensation:

Starting at $20.00 per hour. Please note that tasks and duties may evolve over time to meet the changing needs of the organization and the clients we serve. Please apply only if you meet these qualifications. Will only interview applicants that qualify.•

Pay:

From $20.00 per hour

Work Location:

In person